Agenda and minutes

Apologies were recorded from Councillor Maghie and Verner.

            The minutes of the meeting of 7th and 22nd March, 2023 were taken as read and signed as correct. 

            It was reported that the minutes had been adopted by the Council at its meeting on 3rd April.

            The following Councillors declared and interest in item 2 (b) Community Support Programme (CSP) as they either worked for or were associated with an organisation in receipt of funding and left the meeting whilst the item was under consideration:

·        Councillor M. Donnelly – Upper Springfield Development Trust; and

·       Councillor Canavan – Board of Springfield Charitable Association.

            The Chairperson declared an interest in item 3 (c) Micro and Medium Grants 2023/23 as an organisation he worked for had applied for a grant, he left the meeting and the Chair whilst the item was being considered.

            Councillor McAteer declared an interest in Agenda Item 5 (b) Requests for the use of Parks for 2023 as she had a relative who worked for the Belfast Mela and she took no part in the discussion.

            The information contained in the reports associated with the following four items is restricted in accordance with Part 1 of Schedule 6 of the Local Government Act (Northern Ireland) 2014.

      Resolved – That the Committee agrees to exclude the Members of the Press and public from the Committee meeting during discussion on the following 4 items as, due to their nature, there would be a disclosure of exempt information as described in Section 42(4) and Section 6 of the Local Government Act (Northern Ireland) 2014.

            The Committee considered a report which provided an update on the TEO Asylum Dispersal Funding Reprofile Request.

            The Committee noted the contents of the report, including the receipt of the Memorandum of Understanding and the revised uplifted amount of £406,228, and agreed the approach for reprofiling the costs in relation to the Asylum Dispersal Fund, as outlined in the report.

The Committee considered a report which provided an update on the Community Support Programme detailing the current budget limitations and the impact on the Council’s grant allocations for 2023/24.

              The Committee agreed to defer the report and refer it to the April meeting of the Strategic Policy and Resources Committee for consideration and that, in the interim, officers would obtain legal advice on the proposed DfC approach. 

            (Councillor Bunting in the Chair).

            The Committee considered a report which provided an update on the results of assessments of the micro and medium grant applications.

            The Committee agreed to defer the report and refer it to the April meeting of the Strategic Policy and Resources Committee for consideration to be given as to whether money could be allocated from the reserves, given the funding demand and number of applications and the very small amount now available to allocate.

(Chairperson, Councillor Murray in the Chair).

            The Director of City Services sought authority to write off an outstanding account.  She advised the Committee that the department and Central Transactions Unit had made every effort to recoup the debt and the methods adopted had been in accordance with the Council’s Accounting Manual procedures. The company had now entered compulsory liquidation.

            The Committee granted authorisation for the outstanding account of £3,465 to be written off, in accordance with Section M12 of the Council’s Financial Regulations

            The Committee was reminded that, at its meeting on 7th February, it had agreed to write to the Department of Agriculture, Environment and Rural Affairs expressing concern at the delay in rolling out the Deposit Return Scheme (DRS).

            In the response, the Permanent Secretary advised that the timescales had been informed by formal consultation on the most appropriate timeframe for delivery which had led to the decision that the DRS for England, Wales and Northern Ireland should commence from 1st October 2025. 

Noted.

            The Director of City Services provided the Committee with an overview of the proposed waste collection arrangements for bin collections over the Easter holiday period.

Noted.

            The Director of Neighbourhood Services drew the Members’ attention to the annual update on community engagement initiatives during 2022. 

            This included updates in relation to the following Programmes:

·        Sport National Governing Body and Club;

·        School and Youth;

·        Community Outreach;

·        Older Participant;

·        People with Disabilities;

·        Woman and Girls; and

·        Family Programming.

            The Committee noted the update in relation underrepresented target groups and, at the request of a Member, agreed to include a more detailed breakdown of the data available in future reports, specifically in relation to Section 75 categories. 

The Director of Neighbourhood Services drew the Members’ attention to the annual GLL service report for 2022, as required within the terms of the leisure management contract and previously reported through the Active Belfast Limited Board. 

            The Members were advised that the document, which had been added as an appendix to the report, highlighted the key successes and challenges in 2022 with a focus on the four guiding principles at the heart of the business:

·        Better People;

·        Better Service;

·        Better Communities; and

·        Better Business.

The Committee noted the update.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To provide members with an update on current leisure centre inclusivity programming and future development/expansion plans including a specific update on engagement with Swimming Buddies.

2.0       Recommendations

2.1       The Committee is requested to:

·        Consider and record receipt of the information update provided below.

3.0       Main report

            Background

3.1       At the People and Communities committee on 6th December, Members requested that a report on inclusivity programming and future development initiatives be presented at its April meeting.  Members further requested on 2nd February 2023 that an update on the current relationship with ‘Swimming Buddies’ be brought back at a later date.

3.2       This report seeks to cover both updates and is based on management information provided by GLL.

3.3       GLL is a leading social enterprise. One of their core priorities is to ensure full access for all members of the community and to encourage more people to be more active, more often.  CNS officers work closely with GLL to review provision and continue to improve facilities to ensure that our facilities and services are inclusive for all.  

3.4       GLL is a leading social enterprise. One of the core priorities of GLL is to ensure full access for all members of the community and to encourage more people to be more active, more often.  GLL continue to improve facilities and review programming to ensure our facilities and services are inclusive for all.  

            Outcomes and proposals

            Memberships and customer initiatives

3.5       GLL offer an inclusive membership for people with a disability.  The membership offers access to gyms, swimming pools and fitness classes at a discounted rate.  There is currently 327 prepaid members accessing this option within Belfast.

3.6       BCC/GLL grant free of charge admission to centres for all carers when accompanying the person in their care.  Carers can then support the person in their care in accessing the gym, pool or group exercise class.

3.7       GLL operates the JAM Card scheme which allows people with a hidden disability or communication barrier to tell others that they need a little extra time and understanding.  The scheme was originally developed by and for those with learning difficulties and disabilities but has now expanded to include anyone with a hidden disability or communication barrier.  GLL management and concierge staff are trained to operate the scheme within all Belfast centres.

3.8       Most of the new LTP leisure facilities include a ‘Changing Places’ facilities.  These accessible changing/toilets were created to meet the needs of disabled children and adults with complex care needs who require carer support, specialist equipment and more space.

3.9       BCC centres currently provide ‘Poolpods’ in 8 pools across the city.  These pool platform lifts have transformed pool access and are used by customers with a variety of mobility issues to safely access the water.

3.10      GLL in partnership with Belfast City Council provide services at our facilities to meet the physical and communications needs of people with disabilities,  ...  view the full minutes text for item 14.

            The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To update Members on changes to BCC’s list of defibrillators previously agreed through BCC’s Public Access Defibrillator Pilot Programme in 2016/2018 and a request for inclusion of two further locations on the list of priority sites for future provision.

2.0       Recommendations

2.1       The Committee is asked to:

-       Note the changes in regard to previously agreed defibrillator locations - the removal of the Woodlands Playing Fields and Ulidia Playing Fields defibrillator designations as ‘publicly accessible’, and the installation of Council’s device previously located at Ulidia Playing Fields to Sir Thomas and Lady Dixon Park.

-       In response to a request from Edenderry Residents Association for Council to install and take on the management of an externally funded defibrillator device - to agree the inclusion of 2 further BCC sites on our ‘priority list for future public access defibrillator provision’ – Edenderry Village Playground and Hannahstown Village Playground given their unique status as rural villages within our Council boundary.

3.0       Main report

            Background

3.1       Between 2016 and 2018 Council successfully implemented a Public Access Defibrillator Pilot Programme through three phases which saw the installation of a total of 22 defibrillators at 14 of our parks and playing field sites across the city. Although the first two phases were funded internally, its third phase of 8 devices was made possible thanks to an external donation received from the family of the late Mark Murphy.

3.2       Following the success of the programme, at March 2018 People and Communities Committee, Members agreed a further list of 8 priority park/playing fields sites (as well as 8 Community Centres) to be the focus of any future provision as money became available.

3.3       Given the resource implications associated, not only with the purchase of devices (circa £1,400 per unit), and with their long-term daily management and maintenance to ensure ‘emergency ready’ at all times – the focus of the programme has continued to on sites that contain recreational facilities, and have significant public access or high footfall; with final agreement for installation at the sites agreed also being subject to officer identification of a suitable location with an electrical supply; and confirmation with the Northern Ireland Ambulance Service (NIAS) that there are no other public access defibrillators in proximity.

3.4       Public Access Defibrillator Provision Programme (2018)

            As at least fifteen percent of the total numbers of persons surveyed in the street were in favour of the proposal to erect a second street nameplate in Irish at Lake Glen Drive, Lagmore Dale, Iris Walk and Abyssinia Street the Committee approved the applications.

            The Committee considered requests seeking permission for the use of various parks and facilities during 2023, as follows:

·        Belfast Mela – Botanic Gardens – 26th and 27th August and the associated pre and post set-up dates, as per the report;

·        Lantern parade – Alexandra Park – 27th and 28th October and the associated pre and post set-up dates, as per the report  ;

·        Chinese Language School – Ormeau Park – 4th June 9.00 a.m. – 7.00 p.m.; and

·        Gospel Van Ministry – Ballysillan Park – 20th August – 3rd September, 7.00 p.m. – 9.00 p.m. daily.

            The Committee granted authority to each of the applicants for the proposed events on the dates outlined and delegated authority to the Director of Neighbourhood Services:

·        to negotiate a fee where appropriate which recognised the costs to Council and endeavoured to minimise any negative impact on the immediate area and take account of the potential wider benefit to the city economy, in conjunction with the Council’s Commercial Manager; and

·        to negotiate satisfactory terms and conditions of use via an appropriate legal agreement to be prepared by the City Solicitor, including managing final booking confirmation dates and flexibility around ‘set up’ and take down’ periods, and booking amendments, subject to:

o   the promoter resolving any operational issues to the Council’s satisfaction; and

o   the promoter meeting all the statutory requirements of the Planning and Building Control Service, including the terms and conditions of the Park’s Entertainment Licence

            The Committee further delegated authority to the Director of Neighbourhood Services to consider and approve any similar requests whilst the Council was in recess during the Local Government Elections.  It was noted that, where necessary, the Director would liaise with the Chief Executive. 

            The Committee noted that the above recommendations were taken as a pre-policy position, in advance of the Council agreeing a more structured framework and policy for ‘Events’, which was currently being taken forward in conjunction with the Council’s Commercial Team and the Director undertook to establish at what stage this corporate piece of work was at and report back to Committee accordingly.

            The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       Service level agreements have existed for many years with the Department of Justice (DOJ) setting out arrangements for BCC employees who are authorised by DOJ to act as agents in carrying out inspections of premises storing items under the Manufacture and Storage of Explosives Regulations (NI) 2006 (MSER). Such premises typically store fireworks or air bag components. The most recent version was signed by BCC following Committee approval in 2016.

1.2       The service level agreement has been amended to increase the fees payable to Councils by Department of Justice for inspections carried out for storage of fireworks and items being stored to which the MSER Regulations apply. No other significant changes have been made to the SLA.

1.3       The service level agreement is a common document which applies to all District Councils in Northern Ireland, and there is agreement across Councils at technical level via EHNI that Councils should seek approval to sign up the updated SLA to enable cost recovery via updated fee charges to the Department of Justice.

2.0       Recommendations

2.1       The Committee is asked to:

·        Agree that Council sign up to the revised service level agreement with the Department of Justice for Fireworks and MSER enforcement by BCC officers.

3.0       Main report

3.1       The service level agreement covers training, authorisation/warranting of Council employees to enforce the relevant fireworks and MSER legislation and the working procedures and arrangements between DOJ and BCC.

3.2       The SLA also covers the fees to be paid by DOJ to BCC for the service provided and the invoicing arrangements for recoupment of fees. As the previous SLA was agreed in 2016, the revised SLA has increased the fees payable to Councils by DOJ to address increased costs being incurred by Councils for carrying out this work.

3.3       In the Belfast City Council area, prior to the Covid Pandemic there were typically in the region of 20-25 Fireworks displays inspected per annum. This number has reduced slightly over the past 3 years, however could return to pre-covid levels in the future. There are 18 premises currently registered to store explosives such as fireworks and air bag components

            Finance and Resource Implications

3.4       This work is carried out on a full cost recovery basis and is included in existing work programmes.

            Asset and Other Implications

3.5       None

            Equality or Good Relations Implications/ Rural Needs Assessment

3.6       None.”

            The Committee adopted the recommendation as outlined at section 2 of the report.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1             The purpose of the report is to update Members on the outcomes from the pilot, pre-loved toys scheme operated at Household Waste Recycling Centres (HWRCs) in the run up to Christmas 2022. The aim of the initiative was to ease the burden on families during the current cost of living crisis, increase reuse and reduce waste going to landfill during this period.

2.0       Recommendations

            The Committee is asked to:

·        Note the outcomes from the pilot and the key lessons learned going forward 

·        Approve that the Christmas pre-loved toys scheme should continue as an annual event until further notice.

3.0       Main report

            Background

3.1       Members will recall that in November 2022, delegated authority was granted to the Director of Resources & Fleet to operate a pre-loved toys scheme at the Council’s Household Waste Recycling Centres in the run-up to Christmas. This followed a Members motion previously raised on this matter.

3.2       The scheme was a clear example of a circular economy project, seeking to reduce waste while at the same time delivering social benefits to the local community. It was operated in 2022 as a trial initiative with a view to assessing its value and learning lessons for future potential schemes. The evaluation report is included as Appendix 1.

3.3       Donations were accepted at the Council’s four recycling centres from 9 November – 11 December and distributed back into the community through a range of charity partners. Some items were resold at affordable prices through charity shops but the majority were gifted free of charge to households in need. East Belfast Mission (EBM), the organisation which currently collects the majority of re-use materials from the Household Recycling Centres, operated as the lead partner and co-ordinated with other charities.

3.4       The appeal was supported by a communications campaign and attracted an overwhelming volume of donations. A Frequently Asked Questions (FAQs) paper was created for the Customer Hub and site staff to respond to any queries from members of the public.

            Outcomes

3.5       Most of the items were processed by East Belfast Mission who provided the following feedback/ estimates:

·        Thirteen van loads of toys were collected from the HWRCs

·        This translated to approximately 2,500 bags/boxes distributed by EBM (there was an unquantified but much lesser amount distributed through the other partners who had less capacity)

·        Around 700 families benefitted and over 2,000 individual children were given at least one full bag of toys which would have been valued at £40-50 if new

3.6       If each bag of toys weighed 3kg (conservative estimate), the items distributed through EBM alone equate to 7.5 tonnes of items reused and diverted from disposal.

3.7       While toys vary in their material construction, one study[1] showed that the carbon footprint for the lifecycle (from material extraction to eventual product disposal) of a typical plastic toy was 1.8kg CO2 eq/ kg. On that basis and assuming that 50% of the donated toys  ...  view the full minutes text for item 20.

The Director of Neighbourhood Services reminded the Members that in June 2022, the Council had agreed the installation of sixteen ‘Take 5 Steps to Wellbeing’ benches across Belfast City Council Parks, with agreement that the locations would be identified in consultation with staff in Open Space and Streetscene (OSS) and Property Maintenance.

            He advised that 16 existing benches in parks across the city had now been rebranded as ‘Take 5 benches’.  They had been painted in bright colours and incorporated the ‘Take 5 Steps to Wellbeing’ messaging, along with a QR code linking to the PHA’s Minding Your Head website.  Three of the benches could not be painted (as they were made of composite plastic and stainless steel), a plaque had been added to these benches which were located at Springfield Dam, Victoria Park, and Lagan Lands End.

            The Committee noted that the benches were located in the following parks:

            The Committee noted the update and agreed that an additional bench be erected in Clement Wilson Park.